Service Level Reporting

With a manual system it takes days to see how
well you performed against any set down Service
Level Contract. That means you dread doing them and
often only do them once a month or once a quarter.

DeliveryPoD Mailroom changes all that, with
Service Level Reports taking less than 10 seconds,
even for 50,000 items. They also give you more
detail, allow you to filter the report and group the
report on any column.

You can now run the report whenever you want, so
why not run it daily to see if there are any issues
- rather than at the end of the month (when its too
late if you have missed your target).

Set Up Your Own Performance Zones

Time Zone - set the range
of time for each of your Zones
(e.g. "Very Early" is over 1 hour early", "Early
is between 1 hour early and 10 minutes early
etc)

Once set up, the Service Level Report will use
your Zone Names and Criteria.

This means you can set the Zones to match your
contract.

When defining services (e.g. "Standard 4 Hour")
the days of collection and delivery are set along
with start and stop times and how long you have to
deliver the items.

The system has all it needs to know in order to
perform high quality service level reporting.

You Choose the Report Parameters

Before running the report you can select to run
the report for:

One Mailroom / Entry Point
or All

One Service or All Services

To One Department / Company
or All

Date Range (Start Date and
Stop Date)

Once set, you just click on the "Generate Report"
button and a few seconds later you will have your
report.

Click Image to see Full Size Image

If you leave a parameter set to "All" it will
include everything, so for example the "To" -
you can leave it as "All" departments you are
delivering to or select a specific department.

You can run a Service Level Report for a specific
Department or all departments.

If you have multiple services, you can the report
for a specific service or all services.

Standard Data Analysis Features

Customers have been astounded by the information
they can glean from or reports, simply by dragging a
few columns and seeing summaries of various things
within seconds.

One customer analysed failed delivery attempts to
find a huge number of "nobody to sign" situations
occured for the Sales Department. They then noticed
it seemed to occur only on certain days and then
noticed it only occured on Friday mornings, then
they found out the Sales Department had a meeting
every Friday between 9am and 11am. Mail deliveries
were re-organised to take account of this.

Here are some standard tools to help you analyse
your data (Item Details, Details by Zone and Failed
Delivery Tabs):

Column Grouping

Column grouping allows you to organise your
report by one or more than one columns.

Simply drag the column you want to organise your
report to the "Group By" area.

The report is now grouped (organised) by the
column you dragged to the group by area:

You can now see the items grouped and "+" icons,
which you can click to expand that section:

By clicking on the "+" icon of the section you
want to look at, you can see the next level of
detail (in the above case - the 3 instances of
failed delivery attempts to Julie Grey).

You can click on "-" to contract a section.

You may group on as many columns as you like,
which makes analysing report data extremely easy:

Click Image to see Full Size Image

Above I have grouped on "To Person" and then on
"Description of Issue" so I can quickly see if we
are having lots of delivery problems to one person,
then how many of each type of instance for that
person.

Filtering

You can filter information by clicking on the
Filter Icon on the column you wish to filter on:

Column Re-Ordering

You can drag columns into the order you want them
to be in and adjust their widths by dragging their
borders.

Export

Data
in the report tabs can be exported to Adobe PDF and
Microsoft Excel Files. Any column reordering and
column grouping is maintained in the exported file.

Report Tabs

Click Image to see Full Size Image

The example above shows a Service Level Report
for All Services to All Departments for a two day
period. It is currently showing the Summary TAB.

In the example above we only set On Time and Late
performance zones.

The report will show you several tabs:

Summary Information - The
number of items in each of your performance
zones along with a graph.

Item Details - Lists all of
the items that matched your date range and
selection parameters.

Details By Zone - All of
the items, but grouped into your performance
zones.

Failed Delivery Attempts -
this lists all of the failed delivery attempts
within your date range / parameters. This can be
critical information - after all if you failed
to deliver on 5% of occassions as nobody was
there to sign - well it needs to be allowed for.

When you go to the Item Details, Details By Zone
and Failed Delivery Attempts TABS, please bear in
mind you can use our standard report features to
analyse the data.

Summary Information Tab

This shows the most important information:

The Quantity and Percentage of deliveries
falling within each of your performance zones

Graph of the above information

The full image of this TAB is shown at the top of
this column, the highlights are shown here.

Item Details TAB

The data shown is flat data (as above), but you
can analyse it by Filtering and Grouping on Columns.

Click Image to see Full Size Image

Here the report has been Grouped by On Time and
Department (To Company - the column should have been
configured). This allows you to quickly click on On
Time - False to see the number of items not
delivered on time by department. You can then click
on the "+" icon to see the item details.

You can manipulate the report in any way
you wish. Then you can export to Adobe PDF or
Microsoft Excel files, and the grouping is
maintained.

Have the report data the way you want it.

Details By Zone

The Details By Zone Tab shows all of the items
matching your report parameters, however they are
grouped (organised by) the performance zone.

mmm

You can manipulate the data using further column
grouping, filtering and column re-ordering. Now you
can analyse the data in any way you wish.

Failed Delivery Attempts

It is difficult for any mailroom team to deliver
items on time if there are a lot of instances of
faled delivery (nobody to sign, refused to sign,
locked office etc.

Now you can point out how many times you were
unable to deliver items through no fault of your
own.

You can drag the "Description of Issue" column to
the group by area to see which are the most common
reasons for failed delivery attempts:

Click Image to see Full Size Image

Finally you may want to drag "Department" then
"Description of Issue" columns to the Group By Area
to see if there are particular patterns by
department (perhaps a high number of "refused to
sign" or "nobody to sign" - but only on Friday
Mornings (for example a department meeting every
week causing you issues):